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The CCCApply Administrator User Guide can be exported to PDF or Word by selecting the “Export” option in the More Actions menu in the upper right of this page. |
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Term | Description |
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CCC Administrator | The central administrator tool providing SSO-based authentication, system and user management, and a single point-of-entry for the CCCApply Administrator. |
CCCApply Administrator | The back-end admin configuration tool for setting up and maintaining individual CCCApply applications for CCC colleges. |
CCCApply Standard Application | The official domestic (US) online application for admission for the California Community Colleges. |
CCCApply Noncredit Application | The streamlined workflow within the CCCApply Standard application exclusively for students enrolling in noncredit courses. |
CCCApply International Application | The official international (non-US) online application for admission for the California Community Colleges. |
CC Promise Grant Application | The official online California Colleges Promise Grant application for the California Community Colleges Chancellor’s Office. |
CCCApply Report Center | The real-time, integrated BI reporting tool for all CCCApply submitted applications. |
CCC Data Warehouse Report Server | The business intelligence and reporting tool for the CCC Data Warehouse data restricted to college and district IRPE researchers. |
CCCMyPath | The customized student onboarding portal for California Community Colleges. |
CEM | The College Experience Manager (CEM) serves as the sales and service representative between the CCCTC Enabling Services and individual colleges. |
Download Client | A software tool that facilitates the download of applications submitted to individual colleges from the CCCApply download server. |
Enabling Services | The Enabling Services division of the CCC Technology Center provides direct sales, implementation, and support of systemwide technology applications. |
English Proficiency Test | An optional, customizable module for the International application only that allows colleges to configure form fields to gather information on English proficiency tests taken. |
Majors / Programs of Study | Applicants are required to select a an Intended Major or Program of Study from a list configured and uploaded by the individual college being applied to. |
Major CategoriesCategory | Major Categories - also known as meta majors - are custom groupings of majors/programs of study defined by the individual college. |
Messages | Messages are custom content configured by the college to display as email messages or onscreen error messages based on a configured Rule in CCCApply. |
OpenCCC | OpenCCC is the federated identity initiative and student account system for the California Community Colleges. OpenCCC is integrated with CCCApply. |
Pilot Environment | The Pilot Environment is a sandbox system providing a copy of the production environment for application implementation, staging, and admin testing. |
Reset Downloads | The Reset Downloads function is a utility in the CCCApply Administrator that allows colleges to re-download one or more submitted applications. |
Rules | Rules can be created and enabled to send email messages or prevent the submission of an application based on custom logic configured by the college. |
Supplemental Questions | Supplemental Questions is a feature that allows a college to ask additional questions and collect response data as part of the CCCApply application. |
Spam Filter | CCCApply spam filter utility allows colleges to view/manage submitted applications that have been flagged as possible fraud before they reach the college SIS or downloads. |
SuperGlue for Apply | SuperGlue for Apply is the data delivery pipeline between CCCApply databases and the college’s student information system (SIS) or downloads. |
System Administrator | The System Administrator is an application within the CCC Administrator system houses the User Manager application. |
Terms | Applicants are required to select the Term to which they are applying from a list configured and uploaded by the individual college. |
User Manager | The User Manager is an application in the CCC Administrator that enables authorized users to manage user accounts for their college or district. |
Utilities | The Utilities module enables colleges to manage resetting downloaded applications and processing applications suspended as potentially fraudulent. |
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Note |
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Getting to the new CCCApply Administrator requires staff users to sign in to the CCC Administrator using their college-specific URL. Click here to find Administrator URLs or contact College Support Services at staffsupportccctc@openccc.zendesk.com |
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System Administrator
(Applications->System Administrator)
The System Administrator module provides:
SSO-based authentication to all CCC colleges through custom college-specific URLs configured to their college or district IdP
User management for all authorized CCC college staff and faculty users
Access management to all integrated CCCTC administrator applications and services through a single point-of-entry
User Manager
(Applications->System Administrator->User Manager)
The User Manager module allows authorized users to view, add, edit, and delete* users within the scope of their own authorized user permissions. The User Manager section provides the ability for users with authorized role(s) to create new users and permissions for your college or district.
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Launching the CCCApply Administrator
(Applications->CCCApply Administrator)
If your credentials include permission to configure the CCCApply Standard application, CCCApply International application, and/or CC Promise Grant (BOG Application) for your college or district, you can access those via the CCCApply Administrator.
You’ll select CCCApply Administrator from the Applications drop-down menu on the CCC Administrator home page to launch the CCCApply Administrator application in a new browser tab or window with the following modules that you can manage:
Terms, majors Majors, and collegeCollege- and district-level informationDistrict Information
Custom supplemental questions Supplemental Questions for the CCCApply Standard and CCCApply International applications
Details of the English proficiencyProficiency section in the CCCApply International application
Automate rules Rules and messages Messages you configure for emails and error messages that display for application submissions
Reset downloads Downloads of previously downloaded student applications
Manage suspended fraudulent applications in the Spam Filter
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Date Fields & Best Practices
We recommend you use using the Calendar widget when entering dates in date fields instead of free-form text entry. This will ensure correctly-entered date data format for your CCCApply applications.
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Terms Table: Fields & Usage
Field Label | Required? | Meaning/Usage | ||
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Term Code | Yes | The 15-character code that identifies your college’s unique term.
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Term Start Date | Yes | The date on which the college-defined term starts (i.e., first day of classes). Used to determine the RDD (Residency Determination Date) in the CCCApply Standard Application, which by state law is one day before the term start date. The term Start Date must be formatted as: mm/dd/yyyy hh:mm a - in the Import CSV file. | ||
Term End Date | Yes | The date on which the college-defined term ends. The term End Date must be formatted as: mm/dd/yyyy hh:mm a - in the Import CSV file. | ||
Open Date | Yes | The date when the Term Description appears in the Term Applying For drop-down menu in on the Enrollment Information page in the CCCApply applications. This is the date a student can begin an application for this term. The current date and time must be between the Open Date and the Close Date (inclusive). The term Open Date must be formatted as: mm/dd/yyyy hh:mm a - in the Import CSV file. | ||
Close Date | Yes | The last date a student can begin or submit an application for this term. When the current date is past the Close Date value, the college-defined term no longer appears in the Term Applying For drop-down list on the Enrollment Information tab in the CCCApply application. This is the last date that the Term Description appears in the Term Applying For drop-down menu in the CCCApply applications. The term Close Date must be formatted as: mm/dd/yyyy hh:mm a - in the Import CSV file. | ||
Description | Yes | The Description is an alphanumeric value that identifies the Term being applied to and is what displays in the Term Applied For drop-down list on the Enrollment Information tab in the CCCApply application for active terms (those in which the current date is between their open and close date).
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Application Type | Yes | The Application Type field |
allows colleges to configure different terms for the Noncredit Application, or for use in both the Standard and Noncredit applications at the same time. The three Application Type options are: Standard, Noncredit, or Both. |
If the Application Type value is unspecified, the system default value will be “Standard” and the term will not display in the Noncredit application. |
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The Application Type field allows colleges to configure different terms for the Noncredit Application, or for use in both the Standard and Noncredit applications at the same time. |
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If your college is implementing the Noncredit Application for the very first time, you MUST identify which Majorsmajors/Programs of Study programs should appear in the Noncredit application (vs. the CCCApply Standard Application) or no majors will appear for the Noncredit Application. This applies to new and existing majors and programs. The most efficient way to ensure the appropriate majors are available in the Noncredit Application is to export your list of majors for the CCCApply Standard application in a CSV file, add/edit that file as needed for your Noncredit Application majors, set the appropriate Application Type setting for Standard, Noncredit, or Both, save the CSV file, and then re-import the file.
For more information, see the following sections in this document:
Exporting Majors
Editing the Majors CSV File
Importing Majors
Configuring Categories
Adding a Major
The majors you define for the CCCApply Standard, Noncredit, and International applications are not the same. Some amount of configuration is required for each application.
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Click the Export Majors button to display the Export Majors confirmation dialog box.
Click Confirm to immediately export (download an export of your majors to a .csv ) your Majors CSV file to a secure default download location (i.e., the Downloads folder on a Mac).
Editing &
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Formatting the Majors CSV File
The Export Majors function downloads your majors list to a .csv file describing your majors. The Import Majors function requires this .csv file in the exact same format. Please be aware that editing and populating formatting this file correctly is critical for a successful import of your majors and categories. Be sure to save the file in CSV format when you have finished editing it.
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Unless you have experience with text editors and CSV files, the best way to edit your Majors .csv CSV file may be with a spreadsheet application such as Microsoft Excel or OpenOffice Calc. Please be aware that these applications may have default settings that may apply to formatting and dates entered, and take precaution to apply the correct date format (mm/dd/yyyy) to any new dates and/or times. |
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Editing Steps
Open the downloaded majors Majors .csv file on your computer using the application of your choice (Excel or another spreadsheet program is recommended).
Edit the majors data as needed. Use the table below as a guide for configuring each data column.
Once you are done editing your majors or adding new majors, save the file using your software’s Save As option.
Edit the file name to be unique and confirm that the file extension is .csv.
Your majors Majors .csv file is now ready to be imported.
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Reminder: Majors for the International Application requires a separate majors Majors CSV file. The same file format and rules apply for the International Application (differences are specified where applicable).
Guide for using the Add/Edit Major Screen (single major) | Guide for Configuring the Majors CSV File | ||||||||||||
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Name | Required? | Major Field Configuration Notes | CSV Column Heading | Required? | Important CSV File Configuration Notes | ||||||||
Header Row | Yes. | The header row pertains to the Majors CSV file only. Required for the CSV file | Header Row | YES | IMPORTANT: The file header row containing the column headings is required for your .csv file to import successfully and for the values to be stored correctly in the admin system.
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Application | Yes | System-generated based on which CCCApply application you are exporting from in the Administrator. For the CCCApply Standard & Noncredit applications, export your majors file from the CCCApply application in the Administrator. For the CCCApply International application, export and import your majors CSV file from the International application in the Administrator. | application | YES |
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Major Code | Yes | Enter your unique college code for each major, up to 30 characters. DO NOT EDIT AN EXISTING MAJOR CODE A <major_code> can be archived (only) manually by clicking on the Archive icon on the Majors Summary table.
| code | YES |
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Major Description | Yes | Enter the name or description for a particular major in 100 characters or less. The major description is the name or title of the major which displays alphabetically to the end-user in the application.
| description | YES |
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Major Category | No | OPTIONAL field.
| category | NO |
If your college has opted to implement Major Categories, then…
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TOP Code | No |
| topCode | NO |
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Program Control Number | No | OPTIONAL field. If used, enter the CCCCO Program Control Number code for each major from the Chancellor’s office. | programControlNumber | NO |
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Award Type | Yes | REQUIRED if implementing the Ed Goal / Majors Filter for Associate Degrees. On the Add/Edit Major screen:
| awardType | YES* |
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Application Type | Yes |
| applicationType | YES |
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CIP Code | No | OPTIONAL field. If you choose to populate the CIP Code field, enter the Classification of Instructional Programs (CIP) code. | cipCode | NO |
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EduGoals | No | NOT APPLICABLE. Currently not part of used in the Ed Goal/Majors Filter. | eduGoals | NO |
| eduGoals | NO | Leave this column in place and LEAVE IT EMPTY. Do not enter ANY data or values in the EduGoals column. If any values accidentally get entered into the column, your students may not be able to select a Major in CCCApply.
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Major Start Date | Yes | Enter the date when this major will start being available for selection by an applicant in either the CCCApply or International application(s)’ Intended Major or Program of Study drop-down list. | start | YES |
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Major End Date | Yes* | Every major must either have an end date or the Major has no end date checkbox must be checked. Enter the date in which this major will no longer be available for selection by an applicant in either the CCCApply or International application(s)’ Intended Major or Program of Study drop-down list. For a major to appear in the application’s drop-down list, the current date must be between ‘major:date_start’ and ‘major: date_end’ (inclusive). If you do not want to end-date your major, you must select the Major has no end date check box. If user selects "Major has no end date" THEN the Major will ALWAYS display in the "Intended Major or Program of Study" menu in CCCApply | end | YES* |
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Major has no end date | No | Select this check box if the major will have no end date. When this check box is selected, the Major End Date field becomes hidden. | No | (If your major has no end date - leave the “end” column BLANK in the CSV file.) | |||||||||
Created Date | Yes |
| created | YES |
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REMINDER: The “EduGoal” column and the "Created" columns column (if applicable) are not currently used but MUST remain in your majors CSV file and should be BLANK to import properly. |
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The table below details the add and update functionality for majors imports (no deleting or archiving of any majors occurs upon import).
If you import a majors CSV file and... | ...then |
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no existing major(s) values were changed but new majors are added to the .csv file | the new majors are added to the Administrator Majors summary table and will appear in the designated CCCApply application. |
existing major(s) values were changed | the changed majors are updated in the Administrator Majors table and will appear changed in the CCCApply application. |
existing major(s) values were changed AND new major(s) were added | the new major(s) are added and the changed majors are updated in the CCCApply Administrator Majors table and will appear in the CCCApply/Noncredit or International application(s) |
Use the following steps to import majors.
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The default sort order for all majors and programs of study that appear in the Intended Major or Program of Study dropdown is alphabetical order of by the Major Description field. Colleges can edit the Major Description of each major in the Majors module in the CCCApply Administrator. Majors must be configured (individually or via Majors CSV file) for the CCCApply Standard and the CCCApply International applications, separately. Majors and programs must also be configured separately for the Noncredit application by using the Application Type <applicationType> setting in the CCCApply (Standard) Majors module.
What is the display sort order for Majors when… | In …In the Standard & Noncredit ApplicationApplications | In …In the International Application |
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Without Categories implementedor NO Major Category and NO Ed Goal/Majors Filter enabledfilters are enabled… | The default sort order for all majors and /programs of study is alphabetically by the Major Description fieldalphabetical by Major Description <description>, displayed in one big list in the application (Intended Major or Program of Study drop down). | The default sort order for all majors and programs of study is alphabetically by the Major Description field. |
With WITH Major Categories implemented onlyONLY | Categories display alphabetically within If Major Categories are implemented: (Reminder: Major categories are not available in the Noncredit Application) then…
| Categories display alphabetically within the Category drop down menu which appears on the application above the Intended Major or Program of Study menu. Associated majors display alphabetically by major description for each category. |
With WITH the Ed Goal/Majors Filterfilter enabled onlyONLY | If the Ed Goal/Majors filter is enabled and the student selects the Ed Education Goal option to “Obtain an associate degree and transfer to a 4-year institution” from the Education Goal menu: Only Majors with award types AA_T, AS_T, AATHEN:
should display
in this specific order: AA_T, AS_T, AA_degree, AS_degree, alphabetically by major description within each award type groupIf the student selects any other Education Goal option, all majors and programs should display
| The Ed Goal/Majors Filter feature is not available in the International Application. |
With WITH BOTH Major Categories implemented AND the Ed Goal/Majors Filterfilter enabled | If Major Categories are implemented and the Ed Goal/Majors filter is enabled and the student selects the Ed Goal option to “Obtain an associate degree and transfer to a 4-year institution” from the Education Goal menu: Categories should display alphabetically by their <major_category> name in the Major Category menu; Categories should only display if they contain at least one Major , THEN:
Majors within these categories should display alphabetically by <major description> in the following award type order: AA_T, AS_T, AA_degree, AS_degree Note: Categories are not required to contain a major from each award type. Just one major from any of the four award types should trigger the display of the category. If displayed, the majors within the category should display alphabetically within the award type sort order
| The Ed Goal/Majors Filter feature is not available in the International Application. |
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The Education Goal / Majors Filter for Associate Degrees is a limited, optional feature in the CCCApply Standard application that an optional filter that when enabled allows colleges to streamline their list of available majors and categories for students who if/when applicants select the Education Goal option to “Obtain an Associate degree and transfer to a 4-year institution” from the Education Goal menu options. This feature is designed to support legislation: AB-928: Student Transfer Achievement Reform Act of 2021.
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This feature is based on a simple design:
IF the filter is enabled, and AND IF the end-user selects the one Education Goal option to “Obtain an Associate degree and transfer to a 4-year institution” option (only)
Then…
only majors with any one of the following award types (: AA_Tdegree, ASAA_T, AAAS_degree, AS_degree) will display (alphabetically within each award type group) to the end-user
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T - will display listed in alphabetical order by the Major Description <description>)
And…
if Major Categories are implemented, only the categories that include at least one major of the majors with one of the specified four award types* will display to the end-user
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be included in the Major Category drop down and will be listed alphabetically by Major Category <category>
IF the feature is not enabled, then…
No changes change to existing functionality; no change to the existing display or functionality of majors, categories or education goals.
Enable/Disable the Filter
The Education Goal/Majors Filter is disabled by default.
To enable the filter:
On the Majors summary page, place a checkmark in the Enable Transfer Major filter toggle on the left side of the page.
To disable the filter, uncheck the Enable Transfer Major Filter checkbox.
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Note |
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Note: Some colleges may notice a lag time between enabling/disabling the filter checkbox and having the change persist in the UI. |
Configuring Majors for the Ed Goal/Majors Filter
Export your current list of Majors from Navigate to your college’s instance of the Pilot environment CCCApply Administrator (see Exporting Majors and Editing Your Exported Majors CSV List)
Review and populate your majors CSV file based on the guidelines specified in Editing Your Exported Majors CSV List, including:
Ensure each major description is clear and appropriate if filtered
Click the Export Majors button to export (download) your current list of majors to a location of your choice. The file will export as a .csv file.
Open your exported Majors CSV file and edit your list following the specific guidelines presented in the Editing & Formatting the Majors CSV Filesection of this user guide, including, these notable mentions:
Ensure every major has a major description that is clear and appropriate when filtered (optional).
If the Major Category filter is implemented:
Ensure each major is associated with one or more
categories (if applicable). Unassociated majors will appear in the “All Majors” category.
Ensure each major every Major has the appropriate award type value set
Consider adding the major’s Program Control Number to the CSV file
Ensure the header row for the Majors CSV .
Ensure all Associate Degree- and Associate Degree for Transfer- majors have the correct award type value assigned.
(Reminder: The Ed Goal/Majors Filter only displays majors that have any one of the following award types when the the filter is enabled: AA_degree, AA_T, AS_degree, AS_T)
Consider adding Program Control Numbers for each Major in the Majors CSV file.
Important: Ensure the <start> and <end> date columns are reformatted before importing your CSV file. Dates do not export in the correct format required by the import process.
Important: Ensure the header row in the CSV file is NOT CHANGED and the all column headings are correctformatted correctly (lower case, camel case).
Save changes to your Majors CSV file.
Import your carefully edited and populated Majors CSV file to the appropriate application in the Administrator.Place by clicking the Import Majors button. If formatted properly, the system will return a Success message.
Enable the filter by placing a checkmark in the Enable Transfer Major Filter box on the Majors summary page (above the table on the left side).
Sign out of the CCCApply Administrator and the CCC Administrator systems to activate the filter and prepare to test.
. Sign In and navigate to the Majors module summary page.
Test the filter functionality.
Navigate to your college’s CCCApply application in the Pilot application and start a new application. Test the filter by selecting the environment and sign in through OpenCCC.
From the My Applications page, click Start a New Application.
On the Enrollment page:
Select a Term
Select from the Education Goal drop down: “Obtain an Associate degree and transfer to a 4-year institution”
. This is the option that will filter the Majors and major categories when the Ed Goal/Majors filter is enabled.
If major categories are implemented:
Confirm that your categories are in alphabetical order
Test 1: Select a category other than the “All Majors” category then open the Intended Major or Program of Study drop down to confirm that only the majors that have one of the specified award types* are listed, alphabetically. Repeat with the next category, if needed.
Test 2: Select the “All Majors” category then open the Intended Major or Program of Study drop down to confirm that only the majors that have one of the specified award types* are listed, alphabetically.
If NO major categories are implemented:
Click on the Intended Major or Program of Study menu and confirm that only the majors that have one of the specified award types* are listed, alphabetically.
Open the file See the majors for transfer available in that category.
Repeat steps 1-6 in the Production environment Administrator.
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